What are the responsibilities and job description for the Maintenance Coordinator position at Confidential?
The Opportunity:
We’re looking for a highly organized, detail-oriented team player to support a fast-paced Maintenance Department. This role is critical in keeping the operation running smoothly—ensuring paperwork, parts, communication, and systems are in sync. From managing work order flow to maintaining parts inventory and vendor communication, this person is the glue that keeps the back office aligned with the shop floor.
What You’ll Do:
- Process maintenance paperwork with speed and accuracy
- Enter and manage all in-house and third-party work orders into appropriate systems
- Create and send invoices, work orders, and purchase orders to appropriate departments, vendors, and contractors
- Order, receive, label, and organize incoming parts and inventory
- Maintain an organized parts room and ensure accurate stock levels
- Monitor upcoming PMs and DOT inspections, ensuring units are scheduled and updated in the system
- Communicate with drivers to provide real-time updates on service status
- Coordinate technician workload and unit priorities when leadership is unavailable
- Support basic office tasks including signage, coffee bar stocking, and monthly charges
- Liaise with Accounting and AP for invoice reconciliation and deposits
- Accurately code all work in accordance with company standards
- Collaborate with technicians to ensure accurate and complete work order entries
Success in This Role Looks Like:
- Fast, accurate invoice turnover and work order processing
- Clean, organized parts and paperwork systems
- Clear communication across drivers, techs, and vendors
- Reliable tracking and scheduling of PMs and DOTs
- Ownership over day-to-day workflow and the ability to identify and fix inefficiencies
What You Bring:
- High school diploma or equivalent required
- Prior experience in the transportation or logistics industry is preferred
- Strong organizational and time management skills
- Excellent attention to detail with a problem-solving mindset
- Ability to work both independently and as part of a team
- A self-starter attitude with a willingness to take initiative and grow
Why This Role Matters:
In a busy maintenance environment, things can fall through the cracks without strong administrative support. This role is essential to keeping our shop organized, our records accurate, and our drivers safe and rolling. If you’re someone who thrives on structure, loves a good checklist, and wants to make a real impact behind the scenes, this could be the perfect fit.
